Observation Checklist - Create/Edit - General Page

Use the General page to specify the general details of the checklist, including competency model, checklist name, availability, and validation method.

If you are creating a new observation checklist, this is the first step in the process.

To access observation checklists, go to Admin > Tools > Performance Management > Observation Checklists

  • To create a new checklist, select the Create New Checklist link.
  • To edit an observation checklist, in the Options column, select the edit icon for the appropriate checklist.

When editing an observation checklist, some settings cannot be modified. Please review the descriptions for each field to determine whether it can be modified when editing an observation checklist.

Enter or edit the information in each section as defined below.

General

Rating Scale Options

Include a rating scale for every item on the checklist - Check this option to allow users to rate each item within the checklist. Checking the box enables the following additional options:

  • Scale Type - When a rating scale is included in the checklist, this option enables administrators to choose whether the results of the observation checklist are displayed as an average rating or a summarized score. When the Rating option is selected, the checklist results are displayed as an average rating based on the user's ratings. When Score is selected, the checklist results are displayed as a summarized score and pass/fail options are available below this field. The Score value is calculated by combining the point value assigned to individual ratings within the competency model to determine the total value.
    • Automatic Failure Threshold - This option only appears if Score is selected in the Scale Type field. Select this option to set an automatic failure threshold. When this option is selected, the administrator must set a specific score or percentage as the threshold. Select whether the threshold is set as a score or percentage from the drop-down list. The pass/fail threshold should represent the minimum number of points or percentage that is required for passing the checklist. Point totals or percentages that are below the threshold result in a fail. Point totals or percentages that meet or exceed the threshold result in a pass. The pass/fail threshold for the observation checklist uses the Total Score achieved during the validation of the competency model. Note: The maximum possible score for the selected competency model is displayed to the right of the Automatic Failure Threshold option. This should be considered when specifying the threshold score. The Automatic Failure Threshold must be less than the maximum possible score.
    • Editing: When editing, the Scale Type cannot be changed.
  • Rating Scale - If a competency model is selected in the Competency Model field, then the rating scale for the selected competency model is displayed so that the administrator can view the ratings, points, or scores that are included. Administrators can customize the checklist rating scale and decide which ratings appear to verifiers by clicking the Modify Scale link.
  • Display Options - Select how the checklist appears: numerically, textually, or both.
    • Numeric - When Numeric is selected, only the numeric score value is displayed.
    • Text - When Text is selected, only the text rating value is displayed; this option is only available if Rating is selected as the Scale Type.
    • Numeric and Text - The Numeric and Text option displays both the numeric and text rating values.
  • Rating Options - Select one of the following options:
    • Validate the item when the competency target is reached - When this option is selected and the minimum rating target is achieved for a competency, then the competency item is automatically considered to be validated and the competency checkbox within the observation checklist is automatically checked by the system. Important: When this option is selected, a competency item can be manually validated even if the minimum rating target is not reached for the competency.
    • Require the validator to check off the competency item - When this option is selected, the verifier is responsible for validating the competency item by checking the competency checkbox within the observation checklist. When the competency checkbox within the observation checklist is checked, the competency item is considered validated even if the competency item rating does not meet the minimum rating target for the competency.
    • Require the competency target as the minimum rating - When this option is selected, a competency item must receive a rating that meets the minimum rating target for the competency in order to be validated. When this option is selected, the following functionality is implemented within the checklist:
      • If the verifier checks the competency item checkbox to validate the item, the rating selection for the competency item is automatically set to the minimum rating target for the competency. The rating can be set to a higher rating until the checklist is saved, if necessary.
      • If the verifier selects a rating for the competency item that is at or above the minimum rating target for the competency, then the competency item checkbox is automatically checked and the item is validated.
      • If the verifier selects a rating for the competency item that is below the minimum rating target for the competency, then the competency item checkbox is disabled and the item cannot be validated until the competency item rating meets the minimum rating target for the competency.
      • When the verifier saves the checklist, all validated competency items are no longer available for rating or validating. However, the Rating drop-down menu remains available for all non-validated competency items.
      • Note: If the observation checklist rating scale includes a N/A rating option and this option is selected, then the verifier can validate an item regardless of whether the minimum target rating is required.
  • Display the rating scale in the tabbed panel at the top of the checklist form - Checking this box displays the rating scale on the checklist.
  • Hide the results from the user - Choose whether or not the results are visible to the user after the observation is complete by selecting or deselecting the checkbox.

Validation Method

Click the Edit icon to edit the default validation method. See Validation Method - Define Default. The Display Validation Methods table opens, showing the validation methods and descriptions from the default validation method. Here, you can edit the validation name and description and also modify the order the methods display in the drop-down.

  • Exclude Method Selection from Checklist - Check this option to not allow users to select a method when creating an observation checklist. If this option is selected, users do not see a method of validation column on the associated checklist or the details of a competency. Verifiers do not see or have the ability to select a method of verification on the Competency Details page. When reporting on this checklist, a method value will not appear in reporting associated with competencies in this checklist.
  • Number of Methods - Enter the number of different verification methods to define. This indicates the number of methods available to the verifier. Click Apply to make the methods available for creation. The maximum number of methods is 15.
  • If multiple languages are available for the portal, the validation methods can be localized by selecting the appropriate language from the Language drop-down list. The methods and descriptions for the administrator's default language must be entered prior to translating the methods and descriptions for other languages.
  • The character limit for a method name is 25 characters, and the character limit for a method description is 100 characters.
  • Drag and drop the methods to determine the order in which they display.
  • All methods must be defined before the administrator can translate them using the language drop-down. If the administrator does not translate the methods, a task that is created in another language displays the methods defined for the default language.
  • When editing, the administrator can modify the validation methods and descriptions, regardless of the checklist status. But, the administrator cannot add validation methods or remove options if the checklist is in a Not Started status.

Modification History

The modification history is collapsed by default and only displays after a checklist is created. It shows a date and time stamp of when the checklist was modified and who made the modification. Click the down arrow to the right of the Modification History heading to display its contents.

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